Financial Management Specialist
Oldham County Fiscal Court, La Grange, Kentucky, United States, 40031
Description
Summary: Responsible for all aspects of accounts payable, payroll, grant reimbursements, cash receipts and ABC accounting and compliance.
Essential Duties and Responsibilities in Accounts Payable include the following. Other duties may be assigned.
Accounts Payable – Essential Duties and Responsibilities
Oversees and aids the accounting clerk in the following duties.
All bills/invoices incurred are processed in an efficient, accurate and timely manner
Codes invoices, vouchers, expense reports, check requests, etc., with correct account and vendor codes conforming to standard procedures to ensure proper entry into the financial system.
Keys and runs payments of accounts payable as supplied, requests “stop payments” as needed
Verifies all amounts before and after checks are machine processed
Audits invoices with purchase orders and bids for accuracy of pricing, quantities, units of measure, extensions and totals
Enters all travel vouchers, ensuring accuracy and completeness of all required documentation
Matches invoices/reimbursements to proper purchase authorizations and distributes invoices to various departments for approval
Purchase order requisitions are prepared accurately
Accurate and organized files are maintained on all vendors
Maintains files of all outstanding purchase orders, records of payables and related accounts payable/vendor files
Reconciles vendor statements, researching and correcting discrepancies
Payment questions are effectively researched and resolved
Handles all vendor correspondence via phone or email
Receives, researches and resolves a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons
Credit card transactions are monitored, audited and processed timely
Provides assistance to vendors and other departments for the resolution of account problems
Investigates and resolves problems associated with processing of invoices and purchase orders
Assist auditors as required
Performs other duties as required to support the Finance Department
Prepares annual tax reporting of 1099MISC
Monitors and resolves long outstanding checks
Assists with monthly closings and year-end closings
Payroll – Essential Duties and Responsibilities Reviews time clock reports and assists department heads in correcting and approving employee time records prior to input into the payroll system.
Creates any necessary time-off entries submitted via manual timesheets or other communication from department heads.
Reviews all time worked to insure compliance with Federal and State wage and hour laws.
Prepares a pre-submission payroll register and submits to the Finance Department and Human Resources for review.
Submits payroll information to the payroll service in a timely manner to meet ACH transmittal deadlines.
Records data concerning transfer of employees between departments for accurate reflection in the general ledger.
Resolves payroll discrepancies by collecting and analyzing information.
Provides information to directors by answering questions and requests regarding payroll.
Maintains employee confidence and protects payroll operations by keeping information confidential.
Monthly retirement reporting to KPPA (Kentucky Public Pension Authority)
Monthly benefit reconciliation/payments to carriers.
Grants – Essential Duties and Responsibilities Supports Grant Management including financial tracking, invoicing, reconciliation, and auditing for local, state and federal grants.
Works with directors and staff to ensure that accounting procedures are followed, and reimbursement deadlines are met.
Completes monthly, quarterly and annual billing as needed including compiling financial information, formatting invoices per grant requirements, and verifying accuracy of information prior to submission.
Identify, investigate and correct abnormal or inconsistent grant data.
Monitor programs funded by grants to ensure compliance with grant guidelines.
Assist with annual audit as needed.
ABC Licenses – Essential Duties and Responsibilities Assists ABC administrative related to accounting for licenses.
Accounts for payment for licenses and filing of quarterly returns.
Helps support the collection and accounting for delinquent returns and expired licenses.
Gives information to taxpayers, vendors and business owners over the phone as needed.
Cash Management – Essential Duties and Responsibilities Complete county deposits timely and effectively.
Completes credit card entries and reconciliation.
Fleet Management – Essential Duties and Responsibilities Adds/Deletes County vehicles to Fleet Software
Adds/Removes toll transponders for county vehicles.
Records county vehicle maintenance.
Helps with preparation of vehicle auctions and website auction interface.
Works with departments on generating vehicle maintenance reminders/reports and mileage corrections.
Backup Receptionist – Essential Duties and Responsibilities Answers phones and assist callers.
Sorts mail and other departmental correspondence.
Greets scheduled visitors and directs visitor to appropriate office.
Other duties as may be assigned by the Judge-Executive.
Requirements
Qualifications 5 plus years accounts payable, payroll and general accounting experience
High school diploma required, college courses in accounting preferred
Proficient in Microsoft Word and Excel, 10-key by touch
Ability to type 60-65 wpm
Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately
Accufund or other equivalent system experience
Computerized payroll system experience
Must have strong work ethics
Must be able to follow standard filing procedures
Ability to communicate effectively verbally and in writing
Detail oriented, professional attitude, reliable
Possess strong organizational skills and time management skills
Strong problem solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills
Thorough knowledge of applicable accounts payable/general ledger systems and procedures, and financial chart of accounts
Open to change and willing to learn new skills
Ability to follow up on pending issues
Ability to meet deadlines
Ability to maintain confidentiality is mandatory
Certificates, Licenses, Registrations
Valid driver’s license
Education and/or Experience
High School diploma or general education (GED) College courses in accounting preferred and five years related experience and/or training; or equivalent combination of education and experience.
Supervisory Responsibilities
Supervises one Administrative Asst/Accounting Clerk on all accounting responsibilities
Computer Skills
To perform this job successfully, an individual should have knowledge of Accufund Accounting software; Database software; Microsoft Excel Spreadsheet software and Microsoft Word Word Processing software.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit for long periods of time as well as stand for extended periods of time when filing.
Work Environment
Characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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All bills/invoices incurred are processed in an efficient, accurate and timely manner
Codes invoices, vouchers, expense reports, check requests, etc., with correct account and vendor codes conforming to standard procedures to ensure proper entry into the financial system.
Keys and runs payments of accounts payable as supplied, requests “stop payments” as needed
Verifies all amounts before and after checks are machine processed
Audits invoices with purchase orders and bids for accuracy of pricing, quantities, units of measure, extensions and totals
Enters all travel vouchers, ensuring accuracy and completeness of all required documentation
Matches invoices/reimbursements to proper purchase authorizations and distributes invoices to various departments for approval
Purchase order requisitions are prepared accurately
Accurate and organized files are maintained on all vendors
Maintains files of all outstanding purchase orders, records of payables and related accounts payable/vendor files
Reconciles vendor statements, researching and correcting discrepancies
Payment questions are effectively researched and resolved
Handles all vendor correspondence via phone or email
Receives, researches and resolves a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons
Credit card transactions are monitored, audited and processed timely
Provides assistance to vendors and other departments for the resolution of account problems
Investigates and resolves problems associated with processing of invoices and purchase orders
Assist auditors as required
Performs other duties as required to support the Finance Department
Prepares annual tax reporting of 1099MISC
Monitors and resolves long outstanding checks
Assists with monthly closings and year-end closings
Payroll – Essential Duties and Responsibilities Reviews time clock reports and assists department heads in correcting and approving employee time records prior to input into the payroll system.
Creates any necessary time-off entries submitted via manual timesheets or other communication from department heads.
Reviews all time worked to insure compliance with Federal and State wage and hour laws.
Prepares a pre-submission payroll register and submits to the Finance Department and Human Resources for review.
Submits payroll information to the payroll service in a timely manner to meet ACH transmittal deadlines.
Records data concerning transfer of employees between departments for accurate reflection in the general ledger.
Resolves payroll discrepancies by collecting and analyzing information.
Provides information to directors by answering questions and requests regarding payroll.
Maintains employee confidence and protects payroll operations by keeping information confidential.
Monthly retirement reporting to KPPA (Kentucky Public Pension Authority)
Monthly benefit reconciliation/payments to carriers.
Grants – Essential Duties and Responsibilities Supports Grant Management including financial tracking, invoicing, reconciliation, and auditing for local, state and federal grants.
Works with directors and staff to ensure that accounting procedures are followed, and reimbursement deadlines are met.
Completes monthly, quarterly and annual billing as needed including compiling financial information, formatting invoices per grant requirements, and verifying accuracy of information prior to submission.
Identify, investigate and correct abnormal or inconsistent grant data.
Monitor programs funded by grants to ensure compliance with grant guidelines.
Assist with annual audit as needed.
ABC Licenses – Essential Duties and Responsibilities Assists ABC administrative related to accounting for licenses.
Accounts for payment for licenses and filing of quarterly returns.
Helps support the collection and accounting for delinquent returns and expired licenses.
Gives information to taxpayers, vendors and business owners over the phone as needed.
Cash Management – Essential Duties and Responsibilities Complete county deposits timely and effectively.
Completes credit card entries and reconciliation.
Fleet Management – Essential Duties and Responsibilities Adds/Deletes County vehicles to Fleet Software
Adds/Removes toll transponders for county vehicles.
Records county vehicle maintenance.
Helps with preparation of vehicle auctions and website auction interface.
Works with departments on generating vehicle maintenance reminders/reports and mileage corrections.
Backup Receptionist – Essential Duties and Responsibilities Answers phones and assist callers.
Sorts mail and other departmental correspondence.
Greets scheduled visitors and directs visitor to appropriate office.
Other duties as may be assigned by the Judge-Executive.
Requirements
Qualifications 5 plus years accounts payable, payroll and general accounting experience
High school diploma required, college courses in accounting preferred
Proficient in Microsoft Word and Excel, 10-key by touch
Ability to type 60-65 wpm
Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately
Accufund or other equivalent system experience
Computerized payroll system experience
Must have strong work ethics
Must be able to follow standard filing procedures
Ability to communicate effectively verbally and in writing
Detail oriented, professional attitude, reliable
Possess strong organizational skills and time management skills
Strong problem solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills
Thorough knowledge of applicable accounts payable/general ledger systems and procedures, and financial chart of accounts
Open to change and willing to learn new skills
Ability to follow up on pending issues
Ability to meet deadlines
Ability to maintain confidentiality is mandatory
Certificates, Licenses, Registrations
Valid driver’s license
Education and/or Experience
High School diploma or general education (GED) College courses in accounting preferred and five years related experience and/or training; or equivalent combination of education and experience.
Supervisory Responsibilities
Supervises one Administrative Asst/Accounting Clerk on all accounting responsibilities
Computer Skills
To perform this job successfully, an individual should have knowledge of Accufund Accounting software; Database software; Microsoft Excel Spreadsheet software and Microsoft Word Word Processing software.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit for long periods of time as well as stand for extended periods of time when filing.
Work Environment
Characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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